Understanding BYU-Idaho's Student Directory Information and FERPA
The Family Educational Rights and Privacy Act (FERPA), enacted by the United States Congress in 1974, grants specific rights to students concerning their educational records. At Brigham Young University-Idaho (BYU-Idaho), students are afforded these rights, which include the ability to inspect and review their education records, seek amendments to those records, and exercise some control over the disclosure of information contained within them. BYU-Idaho is legally obligated to inform its students and employees annually about these rights.
Student Rights Under FERPA
BYU-Idaho students have several key rights under FERPA:
Right to Inspect and Review Education Records: Students have the right to inspect and review their education records within 45 days of the University receiving a request for access. To exercise this right, students must submit a written request to the registrar, dean, head of the academic department, or another appropriate official, clearly identifying the record(s) they wish to inspect. The designated University official will then arrange for access and notify the student of the time and place where the records can be inspected. If the requested records are not maintained by the official to whom the request was submitted, the student will be directed to the correct official.
Right to Request Amendment of Education Records: Students can request amendments to their education records if they believe the records are inaccurate or misleading. This right does not extend to grade changes. To request an amendment, students must write to the University official responsible for the record, clearly identifying the specific part of the record they want changed and explaining why it is inaccurate or misleading. If the University decides not to amend the record as requested, the student will be notified of the decision and advised of their right to a hearing regarding the request for amendment. Additional information about the hearing procedures will be provided at that time.
Right to Consent to Disclosure of Personally Identifiable Information: Students have the right to consent to the disclosure of personally identifiable information from their education records. However, FERPA allows for certain exceptions where disclosure is permitted without consent. One such exception is disclosure to school officials with legitimate educational interests. A "school official" is defined as a person employed by the University in an administrative, supervisory, academic, research, or support staff position (including law enforcement unit personnel and health staff). It also includes individuals or companies contracted by the University (such as attorneys, auditors, or collection agents), members of the Board of Trustees, and students serving on official committees (like disciplinary or grievance committees) or assisting other school officials in performing their tasks. A school official has a legitimate educational interest if they need to review an education record to fulfill their professional responsibilities.
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For additional information or to report violations, students can contact:
Department of Education
600 Independence Avenue, SW
Washington, D.C. 20202-4605
Public or Directory Information at BYU-Idaho
BYU-Idaho may release certain information without prior student consent, as it is considered public or directory information. It is important to note that the University has procedures in place to carefully scrutinize requests from and release information to any third party.
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Students have the right to block the release of their public directory information by completing a "Request to Withhold Directory Information" form at the Student Records and Registration Office. To ensure complete confidentiality, this form must be completed within the first few days of each semester or term.
Parental Access to Grade Reports
Parents or guardians who claim a student as a dependent on their most recently submitted Federal Income Tax form may have grade reports forwarded to them, as permitted by FERPA. To receive grade reports, parents of dependent children must submit a Certificate of Dependency Form. No grade report will be sent to a parent or guardian without proper submission of this form. The Student Records and Registration Office is responsible for informing all parents (of dependent children) about the option to have grade reports sent to them, recording received Certificate of Dependency Forms, and sending grade reports as requested.
Married students or those 21 years of age or older are considered independent by the Student Records and Registration Office. Unmarried students under the age of 21 who are not claimed as dependents by their parents or guardians on the most recent Federal Income Tax form must submit an Affidavit of Independent Status to be considered independent.
Students may also submit a Waiver of Independent Status, which authorizes parental access to student grades regardless of the student's dependency status.
Practical Application of FERPA for BYU-Idaho Employees
Employees of BYU-Idaho should avoid releasing "personally identifiable information" or confidential information without the student's expressed written consent.
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